Working with Organizations & School Administration¶
Getting admin approval is often the first real blocker for first-time organizers — especially at schools where a hackathon has never been run before. This page covers how to get a yes from the people who control your venue, budget, and permission to exist.
Who You Need to Convince¶
Before you send a single email, map out your approval chain:
| School type | Who to ask first | Who ultimately approves |
|---|---|---|
| High school | CS/STEM teacher sponsor | Principal + district IT |
| Community college | Department chair (CS or Engineering) | Dean of Students |
| University | Student activities office | Dean of Students or VP of Student Affairs |
| Non-profit / community org | Program director | Executive director |
Start with the person one level above you who is most likely to say yes. They become your internal champion and help you navigate upward.
The Pitch Email¶
Keep it under 150 words. Administrators read fast.
Subject line: Student-Run Hackathon — [SCHOOL NAME], [MONTH YEAR]
Hi [ADMIN NAME],
I'm [YOUR NAME], a [year/grade] student in [department/class]. I'd like to organize a hackathon at [SCHOOL NAME] on [PROPOSED DATE RANGE].
A hackathon is a weekend-long (or one-day) event where students build technology projects in teams. It's hands-on, project-based, and directly supports [CS/STEM/engineering] learning goals.
I'm asking for: - Use of [SPECIFIC ROOM OR SPACE] for [DATE] - Permission to recruit student participants
I'm not requesting school budget — I plan to cover costs through sponsorships and grants (I have a funding plan ready to share).
I'd love 15 minutes to walk you through the plan. Do you have availability [TWO SPECIFIC TIMES]?
Thank you, [YOUR NAME] | [YOUR PHONE/EMAIL]
Why this works: You ask for space and permission, not money. You signal you've already thought about funding. You offer a specific, low-commitment next step.
Common Objections and How to Handle Them¶
"We've never done this before — it seems complicated."
"I've researched how other schools have run these. Major League Hacking has a guide used by 300+ events annually. I'm following their process and would be happy to share the full plan."
Reference this guide. Administrators trust established organizations.
"What if something goes wrong? Who's liable?"
"I'll have a faculty advisor present at all times. I'm also happy to provide a detailed event plan, emergency contacts, and a code of conduct — all standard for student events."
Have ready: a one-page event plan, a code of conduct (MLH's template), and a named faculty advisor.
"We don't have budget for this."
"I'm not requesting school funding. I plan to apply for HackClub Bank grants and reach out to local tech companies for sponsorship. The school's only contribution is room access."
See the zero-budget guide for specific funding sources.
"This will be too disruptive."
"I'm planning this for [WEEKEND / SCHOOL BREAK / AFTER-HOURS]. It won't interfere with classes. I'll also provide a cleanup plan and leave the space exactly as I found it."
Getting a Faculty Advisor¶
Most schools require a faculty advisor for student events.
- Find a CS, engineering, or STEM teacher who already knows you
- Ask in person, not by email
- Be specific: "I'd need you present for the opening Friday evening and ~2 hours Saturday afternoon for judging"
- They're a supervisor, not a co-organizer — you handle everything else
If no CS teacher is available, any teacher interested in student projects (math, library, etc.) can fill the role.
What to Have Ready Before the Meeting¶
- Event name and date (tentative is fine)
- Expected attendance (start small: 30–80 students for a first event)
- Venue request (specific room, setup/teardown times)
- Funding plan (grants + sponsors — see equity pack)
- Code of conduct (MLH template)
- Faculty advisor name (confirm before the meeting)
A one-page document signals seriousness. Most student requests arrive as vague verbal pitches — a written plan stands out.
After You Get Approval¶
Send a follow-up email within 24 hours to create a paper trail:
"Thank you for approving [EVENT NAME]. To confirm: we have use of [ROOM] on [DATE], and [FACULTY NAME] has agreed to serve as advisor. I'll send you a final event plan 2 weeks before the event."
Part of the Equity Pack — resources for first-time organizers at schools without existing hackathon infrastructure.